How to Fill Out an Employment Record Book

Table of Contents
1. When and How Should an Employment Record Book Be Filled Out?
3. Step-by-Step Instructions for Filling It Out
4. What Are the Most Common Mistakes?

The employment record book is not just an ordinary document – it can be described as the official chronology of our professional path. Filling it out follows certain clear rules that everyone must observe. If mistakes are made, they can lead to unpleasant consequences.

In this article, we’ll take a closer look at how to correctly fill out an employment record book and when it needs to be done.

When and How Should an Employment Record Book Be Filled Out?

The exact moment to fill out an employment record book is the same for everyone – upon hiring. The employer is legally required to record the employee’s first working day, job title, salary, and type of employment contract. If this step is missed, disputes may arise, and proving work experience becomes nearly impossible.

The initial entry is made by the first hiring employer, and any subsequent entries must be made with each new appointment or whenever there is a change in the employment relationship between the employee and employer.

If you're wondering where to get an employment record book – it can be purchased from a bookstore, but must be validated by the hiring party. Without a stamp and signature, it has no legal validity.

Step-by-Step Instructions for Filling It Out

At first glance, the process may seem simple, but it involves several requirements and rules for correctly entering employment information. Here are the recommended instructions to follow:

• Use uppercase printed letters only, with no abbreviations – this ensures clarity and avoids misinterpretation during institutional checks;
• Write the job title exactly as per the official staffing schedule – the title must match the one specified in the employment contract and staffing plan;
• State the full legal name of the employer – the official registered name of the company must be used, not its trade name or an abbreviation;
• Include the employer’s company registration number (EIK) and registered office – this uniquely identifies the employer and avoids confusion with similarly named companies;
• Record dates of hiring and termination in chronological order – accuracy is crucial, as inconsistencies can lead to issues when verifying work experience;
• Include both signature and stamp – they are mandatory to validate the entry – without them, the entry is considered unofficial and has no legal standing with institutions or future employers.

These rules are not just formalities – any mistake could result in the refusal to recognize work experience.

What Are the Most Common Mistakes?

Many people search for sample entries for employment record books, but copying a template doesn’t always solve the issue – each situation requires an individual approach and accuracy. Upon termination of employment, many employers forget to indicate the legal grounds for ending the contract according to the Labor Code, which can lead to serious misunderstandings.

Another common mistake is failing to update changes in job title or working hours. Such details affect pension and social security rights. Always make sure any changes are properly recorded in the employment record book.